Congratulations! Your proposal has been approved for funding. Thank you for adding to the cultural and intellectual life of the university and the community. We hope your experience as a Biever sponsor is positive and that you will consider it again.
What the committee does:
What you do:
To make your life easier, a faculty events check-list has been created.
Effective June 1, 2012, the University will no longer process reimbursement requests that are submitted to the Financial Affairs Office more than 90 calendar days after an expense is paid. This policy will apply to reimbursements for faculty, staff and students. Reimbursement requests for expenses submitted more than 90 days after the expense was paid will be refused. This will apply to all expenses paid after May 31, 2012 Reimbursement Policy, effective June 1, 2012.
In accordance with IRS accountable plan regulations, reimbursements must be submitted within 60 calendar days after business related expenses are paid to avoid being included as wages for tax purposes. Reimbursements processed after 60 days from the date the expense was paid will be added to W-2 taxable earnings and appropriate taxes will be withheld from the employee's next regular paycheck. Please note, while the university recommends that airline tickets be purchased in advance of travel to take advantage of discounted fares, airfare reimbursement requests must be submitted within 60 days from the date of purchase to avoid being included in earnings. Required Documentation and Receipts/Timeline for Submission
Please check with the chair. Generally you can move money between categories, with the exception that you cannot add money to the honorarium.
Please keep the chair informed if there is a change of date or location for your event. You cannot automatically substitute another speaker. You must obtain approval from the Biever Lecture Committee for substitutions.
Please try to secure the most reasonable lodging. The Dominican Conference Center (540 Broadway, 861-8711) is conveniently located and inexpensive.
All Biever events are free and open to the public. Please schedule public events in the evening hours so the public can easily attend.
Posters and flyers placed around campus and mailed off campus are effective. Help on production and design is available through the Publication Office if you give them sufficient time. They can also advise you on printing. Central Reproductions is at (504) 865-2113. The Twomey Print Shop is at (504) 865-2507. E-mail is fast and free. Just address an e-mail to: firstname.lastname@example.org, email@example.com, firstname.lastname@example.org.
The Biever budget is limited and is intended primarily to be spent on enhancing the intellectual environment of the campus; thus, if you are planning a full-page spread advertisement in the Times Picayune in order to bring in a much broader audience, it is strongly suggested that you look elsewhere for the $2,000 needed for advertisement.
The committee expects a reasonably close fit between the lecture as proposed and the lecture as advertised and presented. If the nature or title of the talk changes, you must notify the committee.
The committee encourages an informed and balanced discussion of controversial issues, and does not seek to censor any viewpoint. If your speaker is addressing a topic of public controversy, please explain in your proposal how you will allow for the voicing of alternative opinions within the event(s) planned. You must also work with Loyola’s Director of Public Affairs, x5883, for the purpose of allowing the university to prepare for community reaction, and you must make provision for the hiring of security in your budget. Failure to abide by the above protocols will result in the withdrawal of funding by the committee and the committee’s official disassociation from the lecture in question.
There are a variety of locations available on campus to accommodate large or small audiences. The sponsor is responsible for locating and engaging a suitable location.
If you wish your event to be videotaped, please contact Phillip Rollins, the Learning Technologies Developer, at (504) 864-7167 as soon as possible to discuss your production needs.
If you need equipment support for the presentation, please contact Media Services at (504) 864-7170 at least a week in advance.
For on-campus catering, request Catering to send the reservation form to Adrienne Blanco at Box 7, at least two weeks in advance. If your event includes an on-campus reception at which alcohol is served, University Police must be hired for the event. It is your responsibility to contact them and make arrangements (504) 865-3434.
All Biever events are "FREE AND OPEN TO THE PUBLIC." You are responsible for staying within the overall budget approved by the committee. There is no room for paying additional expenses. All reimbursements will be made on the basis of the approved budget. Here is some general advice on the different areas of reimbursement:
Honararia are capped at $1000. Since the university must comply with IRS regulations, we need the home address and U.S. Social Security number of the guest speaker. If your speaker does not have a U.S. Social Security number, please contact Debbie Danna at (504) 864-7550 or email@example.com for advice on visa status. Foreign nationals must be in this country under an appropriate visa status for us to pay them an honorarium.
Most often this means airfare. You should work for the best price on coach fare. For payment, submit an online check request with original receipts to Tarana with the Center for Faculty Innovation in Monroe Library 301, Campus Box 198. If the lecturer purchases the ticket, forward the original receipt to Tarana for reimbursement along with parking and taxi receipts. Automobile travel is reimbursed at the current rate per mile. Please be sure to record beginning and ending mileage.
We encourage you to co-produce your event with another organization such as a student or faculty club, or local or national organization. If you co-sponsor through a student organization, you may be able to apply for SGA funding. Such Co-sponsorship helps all involved in a number of ways: involving others, more exposure, more funding, etc.
The final report is very important. Your event is not complete until this report has been received. Please list all activities such as class visits, lecture presentation, etc. and include the number of people who attended. Include copies of information such as posters, newspaper stories or other media coverage. A final report must be filed for you to be considered for future Biever grants. Please send this information to the current Administrative Assistant, Tarana at ML 301, Campus Box 198, 864-7055, firstname.lastname@example.org
For any other questions, please feel free to contact the committee chair, Dr. James Wee at email@example.com.